Self-Management

How often in an advertisement or position guideline do we read, 'self-management' or 'self-organized'?

Whether you are seeking paid or volunteer roles, there are usually position descriptions and guidelines produced so people can read and understand what the position requires and the desired outcomes.

So firstly, let's address what is self-mangement?

A dictionary definition of management is "the act or manner of managing; handling, direction, or control."

So self-management is basically your ability to manage, handle, or control your own work and be productive without relying completely on others to achieve a desired outcome. 

There are those who dislike the term self-management because they are accountable for their actions, and decisions and ensuring their workflow is productive. Work is just a source of income, and little enthusiasm to upskill and grow in their role is shown.

Personally, I enjoy self-managing my day and workflow.  Knowing that people can rely on me to provide communication, information, and research, ensuring deadlines and outcomes are achieved in a timely manner, is very fulfilling. Self-management requires a person to be highly organized, and dependable and monitor themselves, and their team if they have one, to ensure high-quality productivity and outcomes.

Taking time to prepare and consider each job undertaken is important.  Setting goals such as timeframes for research, approvals, communication dissemination,  scheduling, and deadlines may seem paralyzing for some, however, I have found it exciting and a great routine to include in your daily activities.

Self-management is not just for those in paid or volunteer roles.  This can be incorporated into daily life.  We all self-manage at some level.  How?

• arranging medical, dental, hairdresser, and mechanical appointments.
• arranging meetings with educators, and financial and legal representatives.
• researching appliances, diets, medical aids, and educational institutions.
• budgeting and payment of household accounts.
• purchasing groceries, ensuring your vehicle has fuel, and regular maintenance.
• Checking and updating the family calendar so that everyone is where they need to be at any given date/time.

Celebrate successes!  It's important to affirm a job well done.  It might be as simple as a 'thank you' to a team member, or an encouraging email.  You might just want to stop and thank the Lord for the successful outcome.  It may seem minor, but we do not celebrate our successes enough.  Let's focus on the positive outcomes instead of the negative experiences.

How do you self-manage?

Involved, Invested and Excited

Recent articles that I've read advise against multi-tasking.  If you are multi-tasking, you are likely to become less efficient in your job/role. 

I smiled, reading these articles and social media posts.  One question I had was, 'Do any of these writers have experience as receptionists or front office staff'? 

Working for many years in both front of the office and in the back of the office, I am aware of the different demands on how you manage your time and tasks.

Introducing streamlined processes is not to be less efficient.  Streamlined processes are to ensure that the work requiring detail and research is given sufficient time and diligence. However, if you are tasked to prepare detailed reports, and ensure that the reception area, phone calls, and emails are dealt with simultaneously, then it may become difficult to accomplish all tasks in a timely manner without either a less-than-acceptable report, or staff becoming frustrated and flustered, which unfortunately, shows up with complaints from clients, who do not see the workload imposed upon the staff member trying to juggle many tasks concurrently.

Regardless of whether your staff is paid or volunteers, it is in your interest as an employer, office manager, or volunteer coordinator to ensure that those in the reception areas have support.  Have you ever entered a business or organization and spoken to the receptionist, only to feel that (a) they don't care, (b) they don't value the business/organization, (c) they treat you with the barest civility.

Why does this occur? On occasion a person may be employed who does not care about their job, it is simply a form of income for them.  However, my experience has shown me that most people do want the best for the business they work for, and they do care.  What has happened that your reception staff begin to show otherwise?  

• lack of communication within the workplace,
• managers not rotating staff so that they can accomplish all tasks,
• piling too many tasks on one or two people,
• expecting tasks completed in periods not allowing for continual interruptions due to being at front desk,
• expecting staff to work without breaks or work overtime without compensation,
• expecting staff to take work home to complete tasks in their own time,
• not providing staff with appropriate breaks,
• not working with staff to have streamlined processes,
• not listening to staff who raise concerns or encounter abuse from clients and co-workers,
• your staff/volunteers become burnt out, anxious and exhausted.

Streamlined processes may include:

• emails being assigned to different managers/staff, relevant to each role,
• work being assigned to appropriate managers/staff instead of just one or two staff,
• rotation of staff - i.e. allowing reception staff to have a break from the front desk to the back desk to work on reports, etc that require full concentration, without interruptions,
• any abbreviations used in the workplace are communicated to all staff so that everyone knows what is being communicated.

Supporting your staff and volunteers in practical, caring actions will help them to be involved, invested, and excited about their roles and assisting clients.

How can you streamline processes and assist your staff/volunteers to be invested in the organization you are all part of?

Value your Team

Many people make a team.  How you or management treat can determine whether the team is cohesive, excited, encouraging, and forward-thinking, or, in dissension, disheartening, reactionary, and critical.

So, how can you value your staff and/or volunteers? One simple step is simply saying 'Thank you'! But do not just say the words, follow up with action. You may choose to hold a monthly or bi-monthly morning tea, encouraging your team to engage with one another and build their working relationships and discuss the challenges and successes within their areas of volunteering or work.

Communication 

I cannot emphasize enough how important communication is to value your team, whether paid or volunteer.  Regular, open communication is vital to building an effective team that is cohesive, excited, and working well together.

Equip Your Team

Your team is unable to effectively engage in their roles if they are not equipped with resources and training.  In many industries, "toolbox talks" are held where opportunities to bring up concerns, training requirements, and provide professional development are concentrated on.

If there are courses, and/or professional development opportunities available, ensure your team is aware of them and how they can participate. 

Ensure when fresh staff or volunteers join your team, they are introduced to the whole team and welcomed.  

Reward Your Team

Be available to encourage and reward your team.  Something as simple as a morning tea or doing a team-building activity together.  Saying thank you, giving certificates, or an acknowledgment of outstanding contributions. 

Communication, equipping, and rewarding your team will encourage longevity, respect, cohesiveness, and unity. 

How can you value your team today?